Meeting Minutes

Group

ARMA Liberty Bell Chapter Board of Directors

 

Meeting Information

Meeting Title:

October  2006  Board Meeting

Meeting Date:

10/12/06

Time:

3:00 – 5:00pm

Location:

Holiday Inn Historic District, Philadelphia, PA -4th and Arch

 

Meeting Participants

Attendees

Eileen Reader, Janice Raphael, Keith Reynolds, Bernie Lasoski, Edwin Rodriguez, Ray Davis, and Jerlyn Black.

Published By

Pete Casey

Date Published

November 8, 2006

 

Minutes/Notes

Item #

Description

1

Secretary – Approval of Minutes  The Minutes for the May meeting and the September meeting were approved. Janice Raphael made a motion to approve and Keith Reynolds seconded.

2

Treasurer’s Report – Janice Raphael distributed the Balance Sheet and the Profit and Loss Detail. 

Edwin Rodriguez  made a motion to approve the Treasurer’s Report. Pete Casey seconded the motion.  

 

3

Regional Coordinator’s Report   None

4

Committee Reports:

5

Program Committee:    The program survey formulated before the planning meeting was the basis for the programs selected for this season. The requirements for the meeting fell into specific categories.

A speaker has been confirmed for October and January. Marilyn Bota, former RM for General Electric, will be the speaker at a “two part meeting.” Part1 – The work need to be done to start a records management/ records retention program. Part 2 – How to get the program implemented. Bota’s philosophy – small and mid sized companies often fail because the money is not there and they do not know where to start. She believes that companies should focus on regulated records.

We do not have a speaker for the seminar. Our topic, based on the survey of the membership, will be building a compliant records management program. Mark Langemo was mentioned as a name.

We do not have a speaker for email management. Jim Flanagan is the meeting coordinator for March. Keith Reynolds is the meeting coordinator for the April meeting.

Janice will also be working to get leads for speakers to present on planned topics.

6

House Committee -    Edwin Rodriguez is assuming responsibilities for the House Committee.   All the meetings to be held at the Holiday Inn 4th & Arch Sts have been arranged. Arrangements for the menu may need some tweaking for each meeting. The September meeting is all arranged. The location Ballard Spahr is secured and arrangements for food have been made. The arrangements have been made for all meetings to be held at the Holiday Inn.  The space for the meeting scheduled for April 12th at Nuveen in Radnor (Pete Casey’s place of employment) is also secured. The only things not in place are plans for the Seminar.

 

7

Newsletter Committee  Listed below are details for the Minutes of the Thursday Meeting regarding

the Newsletter.

 

**   The October Newsletter was 20 pages.   The newsletter included a new

article from Ray Davis/Membership Chair giving the Top 10 Reasons to be a

member of our Chapter, also an article by Edwin Rodriguez giving

preliminary details of the Chapter Library,

 

** Other newsletter monthly articles that were included .... CRM Corner,

Ask The CRM, and RM Terminology

 

** Also included was a posting for a job opportunity with the Federal

Reserve Bank of Philadelphia

 

**  The October Newsletter was mailed to 210 people.

 

**  The mailing costs were added to the spreadsheet .... September

Newsletter $184.65 ...... October Newsletter $193.66  Attached is this

seasons profitability spreadsheet detailing the income from printing and

mailing our newsletter versus our expenses.

 

 

 

8

Publicity Committee  Publicity Report for October 2006:

 Email to Chapter Membership, and Others - Initial Oct Meeting email, with Newsletter, sent on 09/26/2006; Oct Meeting Reminder email, with Newsletter, sent on 10/09/2006.  Issued email on 09/29/2006 to advertise the "2006 Archives and Records Management Seminar" for Kathy Smith, PA Historical and Museum Commission.

 

LBC Email Address Book - 373 contacts.

 

Media Letters - 10 mailed on 09/27/2006.  Media contacts updated on 09/25/2006.

 

 

Respectfully submitted by Terri Carline, 10/11/2006

 

 

9

Membership Committee -    Ray Davis gave a report for the membership committee.

Attached is a spreadsheet detailing the membership#'s for our chapter.

 

The first tab in the spreadsheet is for the 2005-2006 season.   The second

tab is for the 2006-2007 season.   The third tab accumulates data from

both years and will be updated to compare the two seasons as well as

future seasons as we get there.

 

 

Notes for the Thursday Meeting Minutes:

 

#1 - The October 2006 membership for our chapter is 150.   That is an

increase of seven members over the September 06 membership total of 143,

but still lower than October 2005 membership which was 155.

 

#2 - The 099 Report provided to us by ARMA Headquarters details which ARMA

members have not selected a primary Chapter.   In the October report,

there were 65 ARMA members from Pennsylvania.   Each member was added to

the October Newsletter mailing list and received a newsletter with details

about our October Meeting.   In future months, each 099 member from PA

will receive a newsletter, with a follow up e-mail from me asking them if

they'd like to consider joining the Liberty Bell Chapter.   If they

accept, the appropriate paperwork will be submitted to have them added to

our Chapter Membership.

 

#3 - Procedures are still in the development stage for sourcing new

members from web sites, such as the Philadelphia Chamber of Commerce,

Philadelphia Business Journal, etc.

 

#4 - NEW BUSINESS ITEM - Establishing a Industry Standard Group "Mentor"

in our chapter.

 

 

10

Scholarship Committee  No report.

11

Library Committee -   Edwin Rodriguez stated that he is in the process of transferring books from the Library from Angela Adams at Ballard Spahr to his control at Commerce Bank. A detailed inventory will be done to confirm the Chapter’s holdings.

12

Seminar Report- No report.

13

Old Business -   Changing the By-Laws – Ray Davis 

14

New Business -  

 

15

Ray Davis made a motion to end the meeting.  The motion was seconded by Keith. The meeting ended at 4:00.

16

 

17

 

 

Action Items

Item #

Description

 

Person Responsible

Due Date

1

Establish an industry “mentor” group within the chapter.

Ray Davis

January 2007

2

Revise Bylaws

Ray Davis

Ongoing

3

Inventory Library’s contents

Edwin Rodriguez

Ongoing

4